Flex — the bank, and add / deduct vs settle

This tab is every teacher’s flex bank at a glance. The hint says it outright: it is never keyed into payroll. Each row shows the balance (+ banked / − owed / even), this period, any pending, and when it was last settled. If it’s empty: “No flex balances yet. Over/unders start banking once teachers file them and you approve.”

Two different buttons — don’t confuse them

add / deduct records a real dated entry (a specific day the teacher worked over/under) and moves the bank through the normal maths, capped at 2 hours. settle / cash out is a balance-only adjustment with no kind (it’s not tied to a work day the way add / deduct is) and no 2-hour flex cap — the rare escape hatch for “cashed out” or “wrote off.” Use add / deduct for “this happened on this day”; use settle only to zero out or hand-adjust the running balance.

add / deduct (the quick flex drawer)

• What it is — A fast way to log a dated flex entry straight from the roster (shown only for active teachers). Fields: What — worked extra (+) or worked less (−) — a Date, an hr + min pair, and an optional Note (optional) (e.g. “e.g. covered nap shift”). Tap Record.
• Built-in limits — The date is fixed to the range July 1, 2026 → today. The hr menu only goes up to the 2-hour cap, and at the cap the min locks to 00 — so you physically can’t enter more than 2 hours here.
• Messages you might see:
  • “Pick a date.” / “Date must be on or after Jul 1, 2026.” / “Date can’t be in the future.” — date checks.
  • “Enter more than 0 minutes.” — you left it at zero.
  • “✓ Recorded …” — success; the drawer closes and the roster refreshes.
  • If the teacher already has an entry that day, the drawer stays open and shows the skip reason inline — nothing is double-recorded.

settle / cash out (and settle on the Payroll card)

• What it is — A manual balance adjustment. Enter Adjust by (± hours), an optional date, and a Reason (the placeholder suggests “cashed out — paid in payroll / took an afternoon off / wrote off”). A shortcut button offers to “set it to zero out the balance”. Tap Record adjustment.
• What happens — The tool moves the balance and logs your reason — it computes no payout. Any real money is paid by hand in QuickBooks. A zero amount is refused (“Enter a non-zero ± hours.”).
• Watch out — A teacher who has left still appears here if her balance isn’t zero, but with no add / deduct button — only settle — so you can still cash out a departed teacher.

ledger

• What it is — Opens that teacher’s full flex history — every approved flex entry and settlement with a running balance — headed “Flex ledger — balance N hr”. Empty reads “No flex entries yet.”

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Next: Decided — the last 60 days →